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portion of the fixed credit to any of your assistants, the
total amount must not exceed $1,000 per clerk. If an
assistant needs to retain more than $1,000, the specific
amount should be authorized in writing by the
commanding officer. The correct procedure for
extending initial fixed credits to assistant military
postal clerks is as follows:
The COPE prepares and date stamps two copies
of PS Form 3369 in the amount of the extended
fixed credit.
The COPE prepares two copies of PS Form 17
indicating the amount and denomination of
stock being issued.
The COPE prepares an account folder for each
extended fixed credit that is to be used for the
filing of all documentation pertaining to that
account.
When the above procedures have been completed,
the COPE and the selected assistant MPC(s) jointly
verify the amount of stock being issued to ensure that
the total is correct.
When the count has been
completed, the COPE obtains the signature(s) of the
clerk(s) on the appropriate forms. The COPE keeps
the signed originals of PS Form 3369 and PS Form 17,
and the assistant MPC(s) retains the duplicates. In this
manner, you will hold receipts for all stamp stock and
funds not in your actual custody, whether held by the
reserve custodian or by your assistant(s). Considering
what you have in your possession and what is in the
custody of others, ensure that you maintain a
continuous chain of receipts to cover the total fixed
credit.
CHANGE IN CUSTODY
Whenever there is a change of COPE or when a
window clerk is relieved of an account, an audit must
8-7
/COMMAND LETTER HEAD/
SER 5110
Date:
From: Commanding Officer, USS Underway
To:
PCSN Able B. Seaman, USN, 777-77-7777
Subj: AUTHORIZATION TO RETAIN FIXED CREDIT IN EXCESS OF $1,000.00
Ref: (a) OPNAVINST 5112.6C
(b) DOD 4525.6-M
1. In accordance with references (a) and (b), you are hereby authorized to retain a total of
$________ in fixed credit.
2. This authorization will remain in effect until rescinded in writing.
/S/
W.T. Door
Copy to:
Service Record
Post Office Files
Figure 8-2.—An example of a letter authorizing retention of a fixed credit account in excess of $1,000.00.
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